How teams work

Last updated 25 July 2026

Teams group people inside a workspace so you can assign work and share projects without doing it person by person. This page explains the roles, what each one may do, and the workspace settings that govern them.

1.Teams live inside a workspace

Every team belongs to one workspace, and only members of that workspace can join it. Being on a team does not by itself grant access to the workspace — workspace membership comes first, and a team is a grouping on top of it.

Whoever creates a team becomes its Team Admin automatically, and the team is recorded against them so it shows under "Teams created by you".

2.Team roles

A person's team role is separate from their workspace role. Someone can be a workspace Editor but a Team Viewer, or a workspace Viewer but a Team Admin.

Team Admin — manage team settings, members and permissions. They can rename the team, change its colour and description, add and remove members, change member roles, and assign or unassign projects.

Team Member — collaborate on projects and access team resources. The default role for someone added to a team.

Team Viewer — view team content and project information without changing it.

3.Assigning projects

A team can be assigned to any number of projects, and a project can be shared with more than one team. Use Assign projectsfrom a team's menu, or open the team and use the Projects section.

Unassigning a project removes the team's link to it. It does not delete the project or any of its tasks.

4.Workspace settings

Two settings on the Teams page change how teams behave across the whole workspace, and only workspace admins can change them:

  • Default team role— the role someone receives when they are added to a team. Admins can change any member's role afterwards.
  • Anyone can create teams — when off, only workspace admins can create new teams. Existing teams are unaffected.

5.Deleting a team

Deleting a team removes the team itself along with its member and project assignments. The people stay in the workspace and the projects stay exactly as they were — only the grouping disappears. It cannot be undone.

6.A few practices that help

  • Name teams after what they do rather than who is in them, so the name survives people joining and leaving.
  • Give every team at least two Team Admins, so nobody is blocked when one person is away.
  • Assign projects to teams rather than to individuals where you can — new joiners then inherit access by being added to the team.
  • Use colours consistently; they are how teams are recognised at a glance on the members table and task rows.